Job Profile
JOB TITLE: Operations Coordinator
ORGANOGRAM NO: 2.5.1
RESPONSIBLE TO: Department Manager
RESPONSIBLE FOR: Managing department employee / subcontractor training, project managing hourly rate work scopes, personnel planning. Supporting end of month project financials.
Summary
The operations coordinator is responsible for:
* Managing training requirements for business work scopes both onshore and offshore, either staff or subcontractors, including booking of training and refreshers.
* Project managing hourly-rate work scopes as primary client interface.
* Assisting Technical Project Managers by scheduling blue-collar labour for larger projects.
* Onboarding of subcontractors.
* End of month subcontractor invoice reviews.
* Timesheet hours approvals.
Essential Duties and Responsibilities
* Management of Clean Energy Division trainings including new training, refresher
training, checking of certificates and uploading of certificates to the company / client portals.
* Ensure that subcontractors book trainings / refreshers and expedite to ensure that the certificates are checked, uploaded to the company / client training systems in good time.
* Management of hourly rate technician projects including scheduling, project management, client liaison, upselling, invoicing, attending site and general administration.
* Responsible for resourcing of personnel for all projects meeting client requirements.
* Updating of personnel database and personnel profiles.
* Coordinate logistics (including travel and visa arrangements) for personnel to meet project requirements.
* Preparation and submission of pre-work agreements and any pre-job training adherence to the Stowen personnel mobilisation procedure.
Job Profile
* Raise and monitor POs for personnel and personnel logistics.
* Ensure timely collation of supporting data for project close out, such as POs, travel logs and travel invoices.
* Management of timesheet approvals for Clean Energy Division.
* End of month reconciliation and approval of subcontractor invoices.
* Onboarding of subcontractors.
* Any reasonable additional duties required by the directors.
* Fully comply with the Stowen QMS.
* Report any health and safety concerns to the HSE Manager.
Procedures Directly Applicable to Operations Coordinator
*Note: Procedures listed below are directly linked to operations coordination. Generic procedures applicable to all staff will be visible on each staff members company SharePoint site*
* QMS-PRO-HRC-02 – Training Competence and Awareness Procedure
* QMS-PRO-HRC-03 – Mobilisation Procedure
* QMS-PRO-SAL-01 – Sales Procedure
* QMS-PRO-SCH-01 – Supply Chain Procedure
Forms Directly Applicable to Operations Coordinator
*Note: Forms listed below are directly linked to operations coordination. Generic procedures applicable to all staff will be visible on each staff members company SharePoint site*
* QMS-FOR-HRC-11 – Project Work Agreement
* QMS-FOR-HRC-12 – Contractor Check List
* QMS-FOR-HRC-13B Contractor Start Form
Requirements
Qualifications: Competent with Microsoft Office applications.
Experience: 3 years in an operation/recruitment/training role, preferably in the energy sector.
Medical: To be physically and mentally fit for carrying out all duties and fulfilling responsibilities.
Training: Knowledge of SAGE, MS Word, Excel, Access and SharePoint.